Travel

• The process of requesting your Spend Authorization (SA) is still the same and an approved SA must be acquired before booking your ticket via the below steps. Once the charges have been posted to our travel credit card, your ticket will be charged to the budget that is listed on your approved SA for the trip.
• To book airline travel, go to www.globaltrav.com, click the ‘Corporate’ tab and select ‘Corporate Travel Request’. This is the preferred way for booking to allow for quicker response.
• To make booking travel quicker, please go to www.globaltrav.com, click the ‘Corporate’ tab on and select ‘Business Traveler Profile’. Fill in the requested information and hit submit (you only have to do this step once). Your information will also be automatically saved to a profile and will pull up each time you need to book.
• If you need to contact someone at Global Travel, our point person is Jill Huffman, jillz@globaltrav.com, 509-332-1212 extension 2121.

1. Complete a Create Spend Authorization (formerly Travel Authority) which will be automatically routed in Workday for administrative approval.
   • For CAHNRS employees traveling outside of the United States, the following form must be submitted along with your spend authorization: Required additional detail for International Travel
   • Video: Find Spend Authorization
   • Video: Create Spend Authorization
2. Book travel as applicable. Contact Global Travel (see Airline travel through Global Travel FAQ above).
3. Travel (retain receipts as needed).
4. Create Expense Report (Travel)
   • Video: Find Expense Report
   • Video: Create Expense Report

Multi-State Travel Policies Memo

For more information please contact:

Ellen Yeates
509-335-4563
eyeates@wsu.edu

1. Create Expense Report (Travel)
   • Video: Create Expense Report – Travel
2. Add Expense Lines
   • Video: Expense Line – Lodging
   • Video: Expense Line – Airfare
   • Video: Expense Line – Mileage
   • Video: Expense Line – Meals (coming soon)
   • Video: Expense Line – Other

• Form: Required additional detail for International Travel
• Foreign Per Diem
• Currency Converter

• Mileage Rates
• National Car Rental
• Enterprise Rent-A-Car
• Motorpool Vehicle Request

Motor Pool vs. Personal Vehicle Usage

BPPM 95.11—Normally, the use of a privately-owned motor vehicle is based upon University-related requirements rather than the personal preference or convenience of the traveler.

A WSU traveler may use a privately-owned motor vehicle for official University travel when:

• A Motor Pool vehicle is not available.
• It is more advantageous or economical to the University to use a privately-owned vehicle than a Motor Pool vehicle as determined by the approving administrator.

Video: Create Spend Authorization

Video: Create Expense Report – Travel

• Add Expense Lines
  • Video: Expense Line – Lodging
  • Video: Expense Line – Airfare
  • Video: Expense Line – Mileage
  • Video: Expense Line – Meals (Coming Soon)
  • Video: Expense Line – Other

Video: Create Expense Report – Confirming Reimbursement

• Add Expense Lines
  • Video: Expense Line – Confirming Reimbursement (coming soon)

Spend Authorization – Travel

• Spend Authorization – E.C.M.
  • Once filled out, please submit to finance.cmp@wsu.edu for request processing.
  • Email must include Workday funding information provided by WSU contact.

Expense Report – Travel

• Expense Report – E.C.M.
  • Once filled out, please submit to finance.cmp@wsu.edu for request processing.
  • Email must include Workday funding information provided by WSU contact.

Expense Report – Confirming Reimbursement

• Expense Report – Confirming Reimbursement
  • Once filled out, please submit to finance.cmp@wsu.edu for request processing.
  • Email must include Workday funding information provided by WSU contact.

Spend Authorizations are only required for out of state or foreign travel. If you are traveling within Washington as an employee, a Spend Authorization does NOT need to be completed.

Refer to WSU BPPM 95.01 for further detailed information.

1. Make sure you are in View Spend Authorization mode.
   • Click the three dots to expand.
   • Click the Spend Authorization Number.
2. Click on the three dots to expand the menu.
3. Under Actions, click Spend Authorization.
4. Click Cancel.

How to cancel a spend authorization? (PDF)

For an expense report, you would follow similar steps to cancel.

You can find Spend Authorizations or Expense Reports in Workday by searching for:

• My Spend Authorizations
• My Expense Reports

WSU Business Policies and Procedures Manual Chapter 95: Travel offers information about what mileage is reimbursable.

Travel Mileage (PDF)

CAHNRS also offers a mileage log (xlsx) that can be filled out every month as well. Please remember that both departure & destination locations should be noted.

Once you see that your Expense Report is with the Expense Partner (WSU Central Travel) it will go through the final review. It takes about 10-15 business days for payment to be issued after approval by the funding manager, not when the Expense Report is submitted.

See also Travel Process in Workday (PDF)